Purpose

How to create a new user in the IDMS


Prerequisites

  • • You must be logged in as an Administrator.

  • • Your account must have access to Security → Add User.


Step‑by‑Step: Create a New IDMS User

1. Open the Add User Screen

  1. •  Launch IDMS and log in with an administrator account.

  1. •  From the top menu bar, select Security.

  1. •  Click Add User.

This opens the Password Utility window with blank fields for a new user.


2. Enter Login Credentials

In the Password Utility window:

  • •  Login ID: Enter the username for the new user (for example: jdoe).

  • •  Password: Enter a temporary or initial password for the user.

Tip: Users can later change their own password if Change Password permission is enabled.


3. Set Administrator Access (Optional)

  • • Check Administrator only if the user should have full administrative rights.

⚠️ Administrator users can manage other users and security settings. Grant this carefully.


4. Configure Menu Permissions

Use the checkboxes to assign exactly what the user can access. Typical sections include:

Database Menu

  • •  Open

  • •  Batch Print

  • •  Print Setup

  • •  Select Source

  • •  Select File Source

Enable only what the user needs for daily work.


Card Menu

  • •  Edit Layout

  • •  Create Layout

  • •  Delete Layout

  • •  New Card Editor

Most standard operators do not need layout permissions.


Utilities Menu

  • •  Setup

  • •  Set JPEG Quality

  • •  Capture Source

  • •  Fingerprint Device

  • •  Encode Card / Encode EV1

  • •  ABA Format

  • •  Facility Code

  • •  Environments

  • •  Maintenance / Stats.

  • •  Support Snapshot

Grant administrative or technical utilities sparingly.


Security Menu

  • •  Change Password

  • •  Change Privileges

  • •  Add User

  • •  Examine User

  • •  Re‑authenticate

For non‑admin users, usually only Change Password is required.


Data Entry Screen Permissions

These control what actions the user can perform during cardholder data entry:

  • •  Navigation: First, Previous, Next, Last

  • •  Actions: Add, Edit, Find, Quick Find, Delete

  • •  Media: Photo, Signature, Fingerprint

  • •  Output: View, Print, Encode, Verify Mag

  • •  Status

  • •  Right Click on Photo

Assign based on the user’s operational role (data entry vs. viewing only).


Video for Windows

  • •  Camera Settings

Enable only if the user is responsible for photo capture or camera configuration.


5. Save the New User

  • •  Click OK to create the user.

  • •  Click Cancel to discard changes.

  • •  Use Clear All (or Select All, depending on screen state) to reset permission selections if needed.

The user is now created and can log in with the assigned credentials.


Common Permission Profiles (Recommended)

Standard Operator

  • •  No Administrator access

  • •  Database: Open

  • • Data Entry: Add, Edit, Find, Photo, Print, Encode

  • •  Security: Change Password only

Supervisor

  • •  No Administrator access

  • •  Data Entry: Full access except Delete

  • •  Utilities: Maintenance / Stats.

Administrator

  • •  Administrator checked

  • •  Full access to all menus


Notes & Best Practices

  • •  Grant minimum required permissions.

  • •  Avoid sharing administrator credentials.

  • •  Review user access regularly using Security → Examine User.

  • •  Require password changes for new users after first login when possible.